Benefits of Using SharePoint & Office 365

Benefits of Using SharePoint & Office 365

By Bryce Finnerty

With the seamless integration of Office 365 and SharePoint Online, Microsoft has breathed new life into SharePoint, one of the most used platforms for collaboration,… Read More

Top Trends from Microsoft Ignite 2017

Top Trends from Microsoft Ignite 2017

By Bryce Finnerty

Last week Microsoft hinted and showed several trends at Microsoft Ignite, their conference that showcases the company’s enterprise products and services and… Read More


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Building a Document Management System using Microsoft

Finding the right system to manage your documents is crucial to the success of any business. Using a Microsoft document management system can help solve the typical challenges businesses face when trying to create a scalable workflow. 

What is a document management system?

A document management system is for managing digital files such as Word, Excel, PowerPoints and more. In this era, we need secure, robust and customizable software that gives a great user experience. Switching from a legacy document management system to a newer system has the potential to improve performance and cut costs.

Typical Challenges with Legacy Document Management Systems

Does Microsoft have a Document Management System?

Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management. Any of the above can be used depending on the needs of each organization. This system helps us to store, collaborate, and share the documents around different platforms. There are also different ways we can analyze the performance of the system.
  1. Security and Permission Management Many document management systems don’t offer a way for users to set restrictions on who can see certain documents. Some documents should only be able to be viewed by specific users. Members from one department may not want another department to be able to access their files. Or, one department or group of users should be able to have add/edit permission while another group has read-only permission.
  2. Search and Filter When there are a lot of folders and documents, it can be difficult to find the specific document you’re looking for. Many document management search systems aren’t configured to solve this problem.
  3. Notification and Approval Some documents, like HR policy or invoices, need approval before they can be viewed by all users. Unfortunately, most document management systems do not offer this feature.
  4. Document History Ever make changes to a document, only to need to restore the last version but were unable to? Many users cite the inability to keep the document history and restore past versions a pain point with legacy document management systems.
  5. Team Collaboration There typically isn’t a way for teams to maintain project-specific documents. Projects should be able to be assigned a team that is able to manage the documents among the team members.
  6. Maintain the Folder Structure and Naming Most document management systems will keep the same folder structure and naming conventions across the entire space. This means users aren’t able to organize or name folders in a way that makes sense to them, as those changes are reflected to every other user.

Document-Management-Office365-Hinge-Point

How Core Microsoft Applications Work Together to Support Document Management

SharePoint 

SharePoint gives your team a collaborative workspace with dashboards, calendars, tasks, notifications and updates. The SharePoint platform keeps these located in a central portal associated with company sites. You can set up a SharePoint site for each of your teams to access, with dashboards that give team and company notifications. You can also set up a corporate portal where searchable company-wide libraries and notifications live. Assign each employee a security level to allow access. 10 years ago, businesses used SharePoint for document consolidation, Skype for instant communication, and Outlook for messaging and planning. SharePoint has evolved into a robust document sharing center, with shared workspaces, storage, and presentation.

Document-Management-Sharepoint-Hinge-Point

OneDrive 

  OneDrive is an online document/file storage platform. It’s typically used by individuals and business teams who need a central location to store and access files. OneDrive’s versioning and sharing features make it easy to work together, so it’s more than just an online filing cabinet. Microsoft distinguishes between personal and business versions of the tool. OneDrive (for Business) now contains all of the original SharePoint document offerings, including workflows, auditing, templates and version control. What it does not include are your marketing resources, such as website and social media connections. The business owns the account, and each user is assigned a personal account under the business’s account. This is where individual documents can be produced and stored before they are shared with the wider company audience. OneDrive doesn’t offer the ability to publish your content on the web. While you can email links to documents, you cannot publish those documents directly to a web page from the OneDrive platform. You can make documents discoverable to your team, but you’ll need Office 365 or another CMS/website platform to publish your work publicly.

Document-Management-Onedrive-Hinge-Point  

Azure

Take advantage of fully managed file shares in the cloud that are accessible via the industry-standard Server Message Block (SMB) protocol. Mount file shares concurrently in the cloud or on-premises on Windows, Linux, and macOS. Plus, cache Azure file shares on Windows Servers with Azure File Sync for local access performance. Use premium shares for performance-sensitive, IO-intensive workloads and standard shares for reliable, general-purpose file storage  

Dynamics 365

Dynamics 365 is a cloud-based solution that offers everything you need for CRM and ERP in a single package See business and customer data in one place—across hundreds of sources—for a single, 360-degree view of your organization. Document-Management-Dynamics-Hinge-Point

Microsoft Teams 

Microsoft Teams is designed to consolidate every aspect of collaboration -- not just document management and sharing. Through Microsoft Teams, employees are able to track their instant messaging, email, calendars, projects and more.   Document-Management-Teams-Hinge-Point

Microsoft Planner

Microsoft Planner is a to-do app that comes with Office 365. It’s used for personal and teamwork planning, with a simple card-based interface. Microsoft Planner provides a hub for team members to create plans, organize and assign tasks to different users, and to check updates on progress through dashboards. It also provides a centralized place where files can be shared and visible to the whole team. As an Office 365 app, you can find Planner within your Office 365 home. Planner natively integrates with all of the other Office 365 applications, and using a tool within the Microsoft ‘ecosystem’ is very efficient. Microsoft has created a suite of apps that all complement one another and work beautifully together. Using Planner means you can easily integrate your tasks into Outlook, attach and view task documentation by linking to SharePoint, discuss a project within Teams while having your Planner open, hop onto a video call (with Teams, formerly Skype for Business), and much more  

Benefits of Using Microsoft Software for Document Management

An effective document management solution specifies the following:

  1. What kinds of documents and other content can be created in an organization
  2. What template to use for each kind of document
  3. What metadata to provide for each kind of document
  4. Where to store a document at each stage of its life cycle
  5. How to control access to a document at each stage of its life cycle
  6. How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition
Microsoft provides the best solutions for all of the above. The following are the features and benefits of using Microsoft as your DMS partner. It has provided these solutions for many years and is one of the leading companies in this field. With cloud, on-premise, or hybrid, any structure you choose, Microsoft provides a better solution. These solutions and benefits include:
  • Ability to easily find/search for the info you need
  • Mobile-friendly: Create/edit/collaborate any time, any place
  • Overall Security: More secure than an on-premises server
  • Folder and file-level security: Grant access to only the people that need it
  • Compliance-friendly
  • Version control so that there are not different iterations of a file floating around
  • File history so you can see who made what change, when
  • Easy collaboration with coworkers, contractors, and clients
  • Quick and secure sharing inside or outside of the organization
  • Integration & Compatibility: Microsoft’s solutions easily integrate into many other systems
  • Document imaging/scanning lets you save physical space by storing your files online
  • Scalable: It easily grows with your organization. You won’t be able to outgrow it as a document management solution
  • Cloud-based: You don’t have to worry about the physical security of the servers or losing all of your data when everything is in the cloud. Access the files you need anytime, anywhere you have an internet connection
  • Offline editing: if you’re going somewhere without an internet connection, you can easily take your files with you
  • Save on human resources: You won’t need as many IT staff as you would for a legacy, on-site server
  Plus, migration from legacy servers or other solutions is easy. We can help you implement SharePoint as your document storage solution. We’ll design the Information Architecture (IA) based on your unique business requirements. IA covers the required site collections, subsites, document library, metadata, fields and more. We’ll take care of creating libraries with predefined metadata to ensure you find the content you’re looking for every time you search and filter. We can implement a workflow that makes it possible to set approval and notifications on certain documents. If you need a team site for collaboration, we can create that. We can also turn that site into a template that allows you to easily create separate spaces for each client or project that keep the same basic structure.  

What Would a Better Document Management System Look Like For You?

Does your organization still use a dated legacy document management system to manage your records? Get in touch with Hingepoint today, and see our experienced consultants can make your job easier with a system your users will love!    [post_title] => Building a Document Management System using Microsoft [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => building-a-document-management-system-using-microsoft [to_ping] => [pinged] => [post_modified] => 2020-09-28 13:23:15 [post_modified_gmt] => 2020-09-28 18:23:15 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=15197 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [1] => WP_Post Object ( [ID] => 14594 [post_author] => 3 [post_date] => 2018-11-08 12:36:43 [post_date_gmt] => 2018-11-08 18:36:43 [post_content] => Microsoft Teams Integration with ProcoreProcore customers can now automatically integrate documents between Microsoft Teams and Procore. The latest product from Microsoft Office 365, MS Teams, is the collaboration work hub on Office 365 (O365) that includes communications for calls, chat and online meetings as well as documents that is widely adopted by the business community. To better serve the needs of the construction industry, HingePoint is expanding the Procore SharePoint 2 Way Sync solution to work seamlessly with MS Teams. Now all your documents in SharePoint, OneDrive, MS Teams will be fully synchronized with Procore on all devices from the browser, mobile, apps and desktop tools. HingePoint will make the release public in December 2018 in the Procore App Marketplace. Read the full press release on PRWeb here >> SharePoint Two-Way Sync shares and mirrors files, folders and documents in both SharePoint and Procore libraries through a connector created by HingePoint, a Dallas-based company. The connector is built on the Microsoft cloud platform Azure and integrates SharePoint as the backbone of Digital Business Hubs that keep companies fully integrated with data, documents, and workflows to streamline construction and real estate development businesses. This big development will allow companies more efficient ways of working, ensuring that new systems will not create more complexity or fracture the company’s enterprise ability to collaborate. Now construction companies can leverage the best of what both Microsoft and Procore offer by keeping all of their documents synchronized across all systems and devices. These systems talking to each other is the solution that clients are looking for when field teams struggle to collaborate with clients and contractors and keep all their information up to date and shared across all subcontractors. Microsoft Teams “This is not a simple connector product app, it’s an actual real-time API integration that lets MS Teams, SharePoint, and Procore libraries mirror one another while having the security of both systems. This expands our solutions for the construction industry” HingePoint Managing Director Bryce Finnerty said. HingePoint is offering a pricing model that will allow clients to license a turn-key solution that can be set up in a few hours. A solution that our clients can host in their own Azure environment scale to 100’s of projects across the enterprise will be key going forward. A growing number of construction companies use MS Teams and SharePoint as their system of record to store important data about employees, contracts and project analytics. This connector eliminates multiple repositories of documents in both Procore and SharePoint and connects the construction unit to the rest of the company. The new integration HingePoint provides for Procore reflects each organization’s commitment to openness and building out the construction technology ecosystem. What we call Digital Business Hubs, with the new connector, companies can automatically and securely sync files between Procore, MS Teams and SharePoint or Office 365, which will save time and confusion when managing project documents. Digital Business Hubs creates better collaboration with the teams that are not in the construction space. "We're excited for HingePoint to expand their integration to the MS Teams platform, once launched on the App Marketplace this will provide tangible new value to Procore users." said Doug Gibson, Business Development Manager at Procore. "This new solution for MS Teams is a testament to HingePoint's commitment to the construction industry and value of the Procore App Marketplace." HingePoint integrates software so data can move from one system to another. They specialize in building custom tools that detect and collect data project and financial data, so a business can get control of their business. Learn More Procore Solutions >> Read the full press release on PRWeb here >>   For more information of a Demo, contact HingePoint today. About HingePoint HingePoint is a recently acquired WCI Consulting company (June 1st, 2018) that offers cloud, mobile and analytics applications for construction and real estate that are easy to adopt and employees love. Specializing in the systems that run the construction and real estate business including SharePoint, MS Teams, Salesforce, Procore, MS Dynamics, and Autodesk. Scale and grow profitably with Financial and Project Management Analytics, document management, and workflow automation for field to office collaboration. HingePoint 8105 Rasor Blvd. Suite 241 Plano, TX 75024 (214) 301-0000 www.hingepoint.com [post_title] => Microsoft Teams Integration with Procore Construction Cloud - Announced by HingePoint [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => microsoft-teams-integration-with-procore-construction-cloud-announced-by-hingepoint [to_ping] => [pinged] => [post_modified] => 2020-07-06 13:54:44 [post_modified_gmt] => 2020-07-06 18:54:44 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=14594 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [2] => WP_Post Object ( [ID] => 14234 [post_author] => 3 [post_date] => 2018-03-13 10:00:31 [post_date_gmt] => 2018-03-13 15:00:31 [post_content] =>

With the seamless integration of Office 365 and SharePoint Online, Microsoft has breathed new life into SharePoint, one of the most used platforms for collaboration, document management, team collaboration, IT support, web portals, project management, financial reporting, forms routing, and much more. The problem is very few companies take the time to maximize what Office 365 can do!

SharePoint Online improvements over the last year include upgrades that drastically impact users in terms of transporting cloud-based Office 365 capabilities onto the SharePoint platform. HingePoint identifies a few improvements we use to get the most out of Office 365 and SharePoint.

  1. The ability to leverage Office 365 Groups, which deliver a means of group communication, is a solid alternative to popular messaging applications, such as Slack. Using Groups gives your team the ability to view, edit, share all group files, view and schedule group meetings with ease allowing for better communications among team members. [Read more about custom integrations and consulting for Microsoft Teams here.]Microsoft, Microsoft Ignite, Microsoft Teams, Mixed-use Reality, Artificial Intelligence, HingePoint, SharePoint
  2. Using Microsoft Planner to your company’s teams or groups to create multiple task lists associated with different projects or daily to-dos. Microsoft Planner has many of the same filtering capabilities as SharePoint lists, so it is a niche replacement for tools that previously had to be built from scratch or customized from other list templates. Read more about Microsoft Planner here.
  3. The new workflow capabilities of Microsoft Flow feature code-free interaction with hundreds of third-party services such as Salesforce, Zendesk, Facebook, Twitter, OneDrive, SharePoint, Microsoft Dynamics, and more. Microsoft Flow puts real power in the hands of regular users by easily connecting and automating services vital to your business.
  4. SECURITY: Limit who, outside your organization, gets to see your content. Granting external access in SharePoint Online is a breeze and no longer a time-consuming inconvenience. Simply connect a Microsoft account to their company e-mail or create guest links to give users access to folders, individual files, and sites within your environment. Don't want anyone with a gmail account to have access, no problem! Share your content with a specific group of people in your organization by setting permissions through Active Directory Security Groups. Use policies that will allow or block certain user behavior (such as documents with credit card info or employee salaries). Create a policy that blocks people from sharing that kind of information between one another.
  5. A new layout that includes rich text, images, videos, news, highlighted content, customizable dashboard, and recent site activity allows for a more mobile-friendly content display. Mobile SharePoint access used to be a nightmare due to the lack of responsive You can now access SharePoint from anywhere and communicate with your team remotely to get more work done with ease.
  6. Embedding Power BI reports to a SharePoint page - display charts, dashboards, reports, KPIs, etc. on your SharePoint site to make the information readily available to users. Additionally, the analysis/metrics tools are now available within the program instead of having to import them; so significant time is saved on importing data from other sources.

We have guru developers and architects that have ALL the Microsoft certifications. Create your own Web Parts, .Net, Office365 APIs, SharePoint Online and Integration with Microsoft Exchange, Active Directory (AD), and SQL Server.

If you properly implement SharePoint, it will transform your company’s productivity. Employees will be more efficient, you’ll have better access to your company’s data, and you’ll be able to better report on key metrics. HingePoint’s custom SharePoint solutions have helped many companies struggling with unorganized data and manual, multi-step processes. Those same customers have transitioned into a more organized, productive organization through automated workflows and easy-to-search information.

  --

About HingePoint

HingePoint offers cloud and mobile applications for construction and real estate that are easy to adopt and employees love. Specializing in the systems that run the construction and real estate business including SharePointSalesforceProcoreMS Dynamics, and Autodesk. Scale and grow profitably with Financial and Project Management Dashboards, document management, and workflow automation for field to office collaboration. HingePoint 8105 Rasor Blvd. Suite 241 Plano, TX 75024 (214) 301-0000 www.hingepoint.com [post_title] => Benefits of Using SharePoint & Office 365 [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => benefits-using-sharepoint-office-365 [to_ping] => [pinged] => [post_modified] => 2020-07-06 14:00:45 [post_modified_gmt] => 2020-07-06 19:00:45 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=14234 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [3] => WP_Post Object ( [ID] => 13232 [post_author] => 3 [post_date] => 2017-11-16 22:54:30 [post_date_gmt] => 2017-11-17 04:54:30 [post_content] => If your organization has already invested in Office 365, it only makes financial sense to maximize its potential to solve the common challenges around communication, collaboration, and knowledge sharing. As well as providing your organization with familiar tools (such as Outlook for email and Microsoft Office programs for document creation like Word, Excel, and PowerPoint), Office 365 comes with a bag of tool and features that form the foundation for an effective intranet solution. If you are considering Office 365 as an intranet solution, below are a few applications that you and your team will want to be familiar with:

SharePoint Online

SharePoint Online is an all-important tool for an Office365 intranet, helping organizations share and collaborate with internal employees and external partners, contractors, and customers on any device. With SharePoint Online, you can access internal sites, documents, and other information from anywhere in the world - at the office, at home, or from a mobile device.

Team Sites

SharePoint Team Sites allow you to quickly create code-free sites for different user groups within SharePoint and Office 365 that look great on any device. Team Sites are constructed to be fully customized to your needs. Documents, videos, images, site activities, social media feeds, and more can be added in a couple of clicks. It also gives the ability to add ‘highlighted content’ (which will automatically and dynamically populate in that area of the page). The home page of a SharePoint Online gives you instant visibility into site activity and important documents, while providing a great way to communicate, connect with others, and share ideas. For more details on SharePoint and Office 365 check out the Top 5 Integration Features of Office 365 and SharePoint Online here.

Microsoft Teams

Similar to Slack, Microsoft Teams has a focus on a chat-based workspace, with social feeds and email chains taking center stage. Its overall goal is to bring together people, conversations, and content, helping to create a more open digital environment that makes work visible, integrated, and accessible. You can easily embed and collaborate over Word, Excel, PowerPoint, SharePoint, OneNote, and other Office files. You also get built-in video/voice calling features, so your colleagues can easily arrange meetings remotely. There is also a screen sharing option that makes collaboration easy. Here's what Microsoft says about MS Teams.

Final Thought

If you properly implement SharePoint, it will transform your company’s productivity. Employees will be more efficient, you’ll have better access to your company’s data, and you’ll be able to better report on key metrics. HingePoint’s custom SharePoint solutions have helped many companies struggling with unorganized data and manual, multi-step processes. Those same customers have transitioned into a more organized, productive organization through automated workflows and easy-to-search information. Our experienced team can design and implement a custom intranet for your organization using Office 365 and SharePoint. Contact us today to learn more » Once it’s clear what these services bring to the table, it’s time to start putting them together to provide your users with a seamless intranet solution. Office 365 and SharePoint Online provide an incredible level of extensibility that allow for solutions which leverage the best of what Office 365 has to offer. We have guru developers and architects that have ALL the Microsoft certifications. Create your own Web Parts, .Net, Office365 APIs, SharePoint Online, and integrate them with Microsoft Exchange, Active Directory (AD), and SQL Server. [post_title] => How to Use Office 365 & SharePoint Online to Build a Perfect Intranet [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => sharepoint-online-and-office-365-ingredients-for-the-perfect-intranet [to_ping] => [pinged] => [post_modified] => 2020-07-06 14:01:33 [post_modified_gmt] => 2020-07-06 19:01:33 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/blog/autodesk/autodesk-university-2017-preview-copy/ [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [4] => WP_Post Object ( [ID] => 13144 [post_author] => 3 [post_date] => 2017-10-03 14:33:28 [post_date_gmt] => 2017-10-03 19:33:28 [post_content] => Last week Microsoft hinted and showed several trends at Microsoft Ignite, their conference that showcases the company’s enterprise products and services and provides IT training. Ignite is Microsoft’s premier event with more than 30,000 participants in Orlando, Florida. At HingePoint, we saw several trends emerging that are either going to disrupt or help business. Some of these are obvious, some are not. But the bottom line is that Microsoft has made an already amazing enterprise platform to communicate with SharePoint and Office 365 even better. Microsoft, Microsoft Ignite, Microsoft Teams, Mixed-use Reality, Artificial Intelligence, HingePoint, SharePoint

Artificial Intelligence

Microsoft makes Artificial Intelligence look like one of the greatest helpers to humanity. A hint of the scary-technology stigma that creates things like the robots in The Matrix was squashed. (Not sure what Elon Musk was referring to.)

Microsoft is working to deepen it’s artificial intelligence based solutions. For example, the keynote was being live streamed across the world, and artificial intelligence was translating the keynote in 12 languages simultaneously and instantly.

At the event, Microsoft had a station with facial recognition technology. Artificial intelligence could determine if you were happy, sad, angry, scared, in additional to several other emotions. It can also determine your age fairly accurately (It determined this writer is 40 years of age. It was way off… I’m almost 38; let’s keep it the 30s Artificial Intelligence!)

Artificial intelligence will also be used to communicate. According to Microsoft: “Organizations can now create and deliver rich conversational support solutions across multiple channels and improve support team productivity thanks to intelligent customer-facing virtual assistants that support live agents and conversation management.”

Mixed Reality

Microsoft is going after mixed-use reality to increase collaboration. It’s where virtual reality, augmented reality and holograms are added into an immersive and often physical work environment.

Ford is using Microsoft’s mixed-use reality to design cars. Before car companies would make huge clay models to review their designs. Take bumpers. Designers would physically change the bumpers so engineering and designer can approve a new model.

Now, Ford designers and engineers can put on a virtual reality headset like Hololens, and see digital models. They can interchange multiple bumper models.

Enabling the Digital Transformation

To enable the digital transformation, Microsoft works in four key areas: empowering employees, engaging customers, optimizing operations and transforming products.

At HingePoint, we still see small businesses working exclusively in Outlook, Excel, PDFs and not optimal versions of SharePoint. They have not reached the digital transformation Microsoft hopes. These companies are having problems where CEOs cannot see the whole picture about their business, and fear prevails of under-utilizing employees and making major financial mistakes.

This is what Microsoft hopes the digital transformation alleviates.

Moving You to the Cloud

Microsoft is determined to move you to the cloud. So much so they have a team of trusted partners to help your company migrate to the cloud. Called FastTrack, the Microsoft teams are designed to help IT professionals and partners get the tools, resources, and guidance needed to move to Microsoft 365, Azure, and Dynamics 365. “FastTrack can provide you with personalized assistance at any time, as long as your subscription is active.”

Microsoft, Microsoft Ignite, Microsoft Teams, Mixed-use Reality, Artificial Intelligence, HingePoint, SharePoint

Microsoft Teams 

If you ever thought Microsoft was lacking in ability or coolness, you should probably think and look again. Teams just leapfrogged Microsoft into one of the coolest, practical platforms an enterprise-style business can use while being confident of security and ease of use.

Microsoft Teams allows you to bring together conversations and content in a single app. Basically, anything you want can be accessed in Teams. The basic principle is to have one place for all communication needed internally and externally when working with a team.

The best way to learn about it is to try it. Give it a whirl here.

Microsoft is sophisticated.

If you’re a small business and want to go on the road to digital transformation, Microsoft tools can get you there. But technology is limited in what it can do for you.

The only piece to the puzzle that is really missing is the ability to find and collect the data you need to make great decisions about your business. If you are having trouble seeing the whole picture of your business in a timely manner or asking questions with no answer, technology is not going to solve your woes.

You need a data management strategy. You need a HingePoint. You can read our free ebook that is completely online to learn how to get a better data-management strategy.

Quit the Spreadsheet

Use the tools large enterprises use, control your data with SharePoint

Managing Data with SharePoint Will Transform Your Business

Are you managing your entire company from a spreadsheet? How are you going to grow with those document management tools? Does your SharePoint work the way you want it to? If you properly implement SharePoint, it will transform your company's productivity. Employees will be more efficient, you'll have better access to your company's data, and you'll be able to better report on key metrics. HingePoint’s custom SharePoint solutions have helped many companies struggling with unorganized data and manual, multi-step processes. Those same customers have transitioned into a more organized, productive organization by eliminating busy work and easy-to-find and search information. HingePoint covers the AEC Industry and is the author of The AEC Industry 4.0 Report and the Autodesk Industry Report 2017. HingePoint helps construction and real estate development companies take control of their company’s information. We combine systems, software, and data so all company information can be seen and accessed from one screen, like a smartphone or computer. HingePoint provides Procore, SharePoint and Saleforce consulting for Commercial Real Estate and Construction companies. HingePoint also helps the AEC industry with development & integration of AutoDesk and Procore products with enterprise systems. We are a trusted partner with over 25 years experience of systems development and integration work in the AEC industry. Our clients range from top hotel brands and restaurant chains to AEC firms and real estate developers and Facilities Management. We provide BIM with ROI. Results Guaranteed…Literally Guaranteed. [post_title] => Top Trends from Microsoft Ignite 2017 [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => top-trends-microsoft-ignite-2017 [to_ping] => [pinged] => [post_modified] => 2020-01-11 19:27:18 [post_modified_gmt] => 2020-01-12 01:27:18 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=13144 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) ) [post_count] => 5 [current_post] => -1 [in_the_loop] => [post] => WP_Post Object ( [ID] => 15197 [post_author] => 3 [post_date] => 2020-09-24 19:25:49 [post_date_gmt] => 2020-09-25 00:25:49 [post_content] =>

Building a Document Management System using Microsoft

Finding the right system to manage your documents is crucial to the success of any business. Using a Microsoft document management system can help solve the typical challenges businesses face when trying to create a scalable workflow. 

What is a document management system?

A document management system is for managing digital files such as Word, Excel, PowerPoints and more. In this era, we need secure, robust and customizable software that gives a great user experience. Switching from a legacy document management system to a newer system has the potential to improve performance and cut costs.

Typical Challenges with Legacy Document Management Systems

Does Microsoft have a Document Management System?

Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management. Any of the above can be used depending on the needs of each organization. This system helps us to store, collaborate, and share the documents around different platforms. There are also different ways we can analyze the performance of the system.
  1. Security and Permission Management Many document management systems don’t offer a way for users to set restrictions on who can see certain documents. Some documents should only be able to be viewed by specific users. Members from one department may not want another department to be able to access their files. Or, one department or group of users should be able to have add/edit permission while another group has read-only permission.
  2. Search and Filter When there are a lot of folders and documents, it can be difficult to find the specific document you’re looking for. Many document management search systems aren’t configured to solve this problem.
  3. Notification and Approval Some documents, like HR policy or invoices, need approval before they can be viewed by all users. Unfortunately, most document management systems do not offer this feature.
  4. Document History Ever make changes to a document, only to need to restore the last version but were unable to? Many users cite the inability to keep the document history and restore past versions a pain point with legacy document management systems.
  5. Team Collaboration There typically isn’t a way for teams to maintain project-specific documents. Projects should be able to be assigned a team that is able to manage the documents among the team members.
  6. Maintain the Folder Structure and Naming Most document management systems will keep the same folder structure and naming conventions across the entire space. This means users aren’t able to organize or name folders in a way that makes sense to them, as those changes are reflected to every other user.

Document-Management-Office365-Hinge-Point

How Core Microsoft Applications Work Together to Support Document Management

SharePoint 

SharePoint gives your team a collaborative workspace with dashboards, calendars, tasks, notifications and updates. The SharePoint platform keeps these located in a central portal associated with company sites. You can set up a SharePoint site for each of your teams to access, with dashboards that give team and company notifications. You can also set up a corporate portal where searchable company-wide libraries and notifications live. Assign each employee a security level to allow access. 10 years ago, businesses used SharePoint for document consolidation, Skype for instant communication, and Outlook for messaging and planning. SharePoint has evolved into a robust document sharing center, with shared workspaces, storage, and presentation.

Document-Management-Sharepoint-Hinge-Point

OneDrive 

  OneDrive is an online document/file storage platform. It’s typically used by individuals and business teams who need a central location to store and access files. OneDrive’s versioning and sharing features make it easy to work together, so it’s more than just an online filing cabinet. Microsoft distinguishes between personal and business versions of the tool. OneDrive (for Business) now contains all of the original SharePoint document offerings, including workflows, auditing, templates and version control. What it does not include are your marketing resources, such as website and social media connections. The business owns the account, and each user is assigned a personal account under the business’s account. This is where individual documents can be produced and stored before they are shared with the wider company audience. OneDrive doesn’t offer the ability to publish your content on the web. While you can email links to documents, you cannot publish those documents directly to a web page from the OneDrive platform. You can make documents discoverable to your team, but you’ll need Office 365 or another CMS/website platform to publish your work publicly.

Document-Management-Onedrive-Hinge-Point  

Azure

Take advantage of fully managed file shares in the cloud that are accessible via the industry-standard Server Message Block (SMB) protocol. Mount file shares concurrently in the cloud or on-premises on Windows, Linux, and macOS. Plus, cache Azure file shares on Windows Servers with Azure File Sync for local access performance. Use premium shares for performance-sensitive, IO-intensive workloads and standard shares for reliable, general-purpose file storage  

Dynamics 365

Dynamics 365 is a cloud-based solution that offers everything you need for CRM and ERP in a single package See business and customer data in one place—across hundreds of sources—for a single, 360-degree view of your organization. Document-Management-Dynamics-Hinge-Point

Microsoft Teams 

Microsoft Teams is designed to consolidate every aspect of collaboration -- not just document management and sharing. Through Microsoft Teams, employees are able to track their instant messaging, email, calendars, projects and more.   Document-Management-Teams-Hinge-Point

Microsoft Planner

Microsoft Planner is a to-do app that comes with Office 365. It’s used for personal and teamwork planning, with a simple card-based interface. Microsoft Planner provides a hub for team members to create plans, organize and assign tasks to different users, and to check updates on progress through dashboards. It also provides a centralized place where files can be shared and visible to the whole team. As an Office 365 app, you can find Planner within your Office 365 home. Planner natively integrates with all of the other Office 365 applications, and using a tool within the Microsoft ‘ecosystem’ is very efficient. Microsoft has created a suite of apps that all complement one another and work beautifully together. Using Planner means you can easily integrate your tasks into Outlook, attach and view task documentation by linking to SharePoint, discuss a project within Teams while having your Planner open, hop onto a video call (with Teams, formerly Skype for Business), and much more  

Benefits of Using Microsoft Software for Document Management

An effective document management solution specifies the following:

  1. What kinds of documents and other content can be created in an organization
  2. What template to use for each kind of document
  3. What metadata to provide for each kind of document
  4. Where to store a document at each stage of its life cycle
  5. How to control access to a document at each stage of its life cycle
  6. How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition
Microsoft provides the best solutions for all of the above. The following are the features and benefits of using Microsoft as your DMS partner. It has provided these solutions for many years and is one of the leading companies in this field. With cloud, on-premise, or hybrid, any structure you choose, Microsoft provides a better solution. These solutions and benefits include:
  • Ability to easily find/search for the info you need
  • Mobile-friendly: Create/edit/collaborate any time, any place
  • Overall Security: More secure than an on-premises server
  • Folder and file-level security: Grant access to only the people that need it
  • Compliance-friendly
  • Version control so that there are not different iterations of a file floating around
  • File history so you can see who made what change, when
  • Easy collaboration with coworkers, contractors, and clients
  • Quick and secure sharing inside or outside of the organization
  • Integration & Compatibility: Microsoft’s solutions easily integrate into many other systems
  • Document imaging/scanning lets you save physical space by storing your files online
  • Scalable: It easily grows with your organization. You won’t be able to outgrow it as a document management solution
  • Cloud-based: You don’t have to worry about the physical security of the servers or losing all of your data when everything is in the cloud. Access the files you need anytime, anywhere you have an internet connection
  • Offline editing: if you’re going somewhere without an internet connection, you can easily take your files with you
  • Save on human resources: You won’t need as many IT staff as you would for a legacy, on-site server
  Plus, migration from legacy servers or other solutions is easy. We can help you implement SharePoint as your document storage solution. We’ll design the Information Architecture (IA) based on your unique business requirements. IA covers the required site collections, subsites, document library, metadata, fields and more. We’ll take care of creating libraries with predefined metadata to ensure you find the content you’re looking for every time you search and filter. We can implement a workflow that makes it possible to set approval and notifications on certain documents. If you need a team site for collaboration, we can create that. We can also turn that site into a template that allows you to easily create separate spaces for each client or project that keep the same basic structure.  

What Would a Better Document Management System Look Like For You?

Does your organization still use a dated legacy document management system to manage your records? Get in touch with Hingepoint today, and see our experienced consultants can make your job easier with a system your users will love!    [post_title] => Building a Document Management System using Microsoft [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => building-a-document-management-system-using-microsoft [to_ping] => [pinged] => [post_modified] => 2020-09-28 13:23:15 [post_modified_gmt] => 2020-09-28 18:23:15 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=15197 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [comment_count] => 0 [current_comment] => -1 [found_posts] => 5 [max_num_pages] => 1 [max_num_comment_pages] => 0 [is_single] => [is_preview] => [is_page] => [is_archive] => 1 [is_date] => [is_year] => [is_month] => [is_day] => [is_time] => [is_author] => [is_category] => [is_tag] => 1 [is_tax] => [is_search] => [is_feed] => [is_comment_feed] => [is_trackback] => [is_home] => [is_privacy_policy] => [is_404] => [is_embed] => [is_paged] => [is_admin] => [is_attachment] => [is_singular] => [is_robots] => [is_favicon] => [is_posts_page] => [is_post_type_archive] => [query_vars_hash:WP_Query:private] => 75b56a89341bb375719df49e2c913c84 [query_vars_changed:WP_Query:private] => [thumbnails_cached] => [stopwords:WP_Query:private] => [compat_fields:WP_Query:private] => Array ( [0] => query_vars_hash [1] => query_vars_changed ) [compat_methods:WP_Query:private] => Array ( [0] => init_query_flags [1] => parse_tax_query ) )